HELEN OTITOOLA
Victoria,Columbia
Summary
I am an administrative and project management professional with over seven years’ experience working with non-profit organisations and private sector. I have a wide experience in administrative support to project teams and executives including skills in financial management to ensure projects are completed according to stipulated budgets and in compliance with guidelines and policies. I am a self-motivated learner who combines result-driven innovative skills with excellent team spirit in navigating complex operational environments.
Overview
12
12
years of professional experience
Work History
Program/Administrative Associate
Public
02.2023 - Current
- Provides general administrative support to program staff (e.g, composing routine and nonroutine correspondence, memos, letters, including legal and court documents proofreading draft documents, maintaining team calendars, maintaining office supplies and equipment etc.)
- Receive, deliver, and properly record and respond to a variety of submissions from clients and others, including legal and financial documents
- Review information with clients and others to ensure documentation on case file is complete
- Assesses information provided to determine if issues are within the jurisdiction of the program and where it is not, refers clients to other programs or services
- Manage client case files and information in database(s)
- Provide general information to staff, the public, and stakeholder agencies regarding program policies procedures and services
- Facilitate information transfers with stakeholders and contracted service providers.
Project Support/Executive Associate
International Organisation For Migration
04.2020 - 12.2022
- Managed the day to day running of the Chief of Mission’s office
- Facilitated timely flow of documents/communication/messages to and from the Chief of Mission; receive all incomings addressed to the Chief of Mission’s Office; managing the time of the Chief of Mission including establishing/arranging appointments, maintaining Chief of Mission’s calendar, receiving and directing visitors, placing and screening calls and answering queries; making contacts with embassies, UN agencies, international institutions, government offices, and Regional Offices;
- Maintained policy, confidential and general management files including all correspondences
- Drafted routine correspondences like letters, memos, note Verbal’s etc;
- Assisted in the preparation and servicing of conferences/workshops/meetings by: (i) establishing contact with the invitees; (ii) following-up on the invitation letters; (iii) ensuring preparation and distribution of documents, etc;
- Initiated travel arrangements for the Chief of Mission including travel itinerary, booking, logistical requirements, visa, all protocol, and other administrative matters
- Reviewed and approved format of presentations and accuracy all outgoing correspondences submitted for the Chief of Mission’s signature;
- Program Support:
- Supported the project development and donor reporting through elaboration and revision of the programmes/projects log frame/result matrix on a continuous basis, provide inputs in the areas of the objective hierarchy, indicators and monitoring mechanisms
- Coordinated IOM responses to recurrent and ad-hoc donor requests, including the collection, edition and dissemination of institutional and thematic information
- Follow up on the development and updating outreach tools including donor profiles, partnership for action booklets, etc
- Developed content for materials necessary for project development, reporting and donor liaison purposes.
Short Term Technical Assistance
International Organisation For Migration
10.2021 - 12.2021
- Supported the resettlement of over 70,000 Afghans through establishing and maintaining a document/work assignment tracking system for Employment Authorization Documents (EAD) and Social Security Numbers from USCIS including receiving, screening, logging and routing as well as maintaining a system for follow-up, retrieval and dispatch;.
Senior Programme Officer
Achieving Health Nigeria Initiative (AHNi)
10.2018 - 04.2020
- Led administration for the management of subawards including contracts, grants and cooperative agreements
- Supported state offices, grantees and partners in establishing sound management systems to ensure cohesive implementation of project activities
- Developed tools, procedures and timelines for efficient Programme implementation and reporting
- Supported effective planning, implementation, review and monitoring of project activities
- Coordinated donor reporting process, including collation, harmonization, reviews to ensure accurate and timely reporting
- Contributed to the development and maintenance of systems that effectively responded to DFID/UNICEF requirements regarding value for money, implementation procedures, reporting and monitoring
- Assisted in drafting proposals and reviewing Programme design and strategies
- Supported close-out process for the pilot project including disposition of assets, close-out amendments for grantees, final Programme and financial reporting, documentation and archiving
- Supported the Project start-up process for the new RANA Expansion Programme in Niger, Kebbi, Bauchi, Sokoto, Katsina and Zamfara States working with the respective units to set up offices, establish internal structures, draft subagreements for sub awardee and engage consultants and staff for the project.
- Advise on HR, finance, operational policies and procedures
- Accountable for organizational, project and donor compliance
Programme Officer
Achieving Health Nigeria Initiative (AHNi)
10.2015 - 08.2018
- Managed grants portfolio and provided support in maintaining records, contract modifications for incremental funding and extensions
- Provided grantees with technical assistance in financial management, procurement, planning and implementation of activities
- Monitored grantees on the project to ensure Programme implementation was according to donor regulations and guidelines
- Conducted Project monitoring visits to review progress, identify capacity gaps and develop/deliver appropriate capacity support plans
- Provided support in coordinating donor reporting processes to meet the specified timelines
- Assisted in drafting budget proposals, reviewing Project design and strategies
- Assisted the Project Director in engaging relevant stakeholders on Project implementation issues
- Developed of all sub-agreements/ sub-contracts and negotiation memos for implementing partner engagement.
Programme Officer
Family Health International
09.2014 - 08.2015
- Conducted pre-award assessments for organizations in collaboration with compliance and finance units to determine financial management capability of such organizations
- Provided support to the Country office and State offices in maintaining good communication link and feedback in a timely manner
- Provided support in tracking and monitoring expenditure levels of 23 Implementing Agencies (IAs)
- This effort minimized risk of overspent budgets
- Modified contracts for 23 Implementing Agencies (IA) on a quarterly basis to align with available funds
- Provided support in the review of State office fund requests to verify activities in the work plan and determine the costs are reasonable, allowable and allocable
- Supported human resources to manage the database for volunteers and helped to minimize the risk of liabilities
- Ensured the timely submission of quarterly reports and weekly updates from the State offices
- Provided support in the review of procurement documentation for four (4) state offices and ensured compliance to organizational policies and standard operations.
Volunteer
Family Health International
09.2013 - 09.2014
- Developed tracking system for tracking contracts and budgets for several grantees
- Supported the development and review of budgets for each Fiscal Year
- Supported the review of monthly fund requests and processed for disbursement
- Ensured the timely submission of program and financial reports to the Country Office by following up with responsible persons in the State offices
- Developed and regularly updated electronic database for different reports and updates
- Acted as a focal point for making travel arrangements
- Supported in maintaining a robust filing system.
Medical Representative
Akwa-Ibom, Viven – Care Pharma Limited
02.2012 - 08.2013
- Target drives and achievements of sales in assigned territory
- Product detailing and clinical presentations to clients, health facilities and other medical professionals
- Sales/marketing of the company’s products to the health institutions & pharmaceutical outlets
- Revenue and funds collection and cash management
- Field activity and monthly reporting and communication
- Achieved sales target in the assigned territory
- Developed and established an environment for sustainable business in the newly assigned territory within the first year of operation
- Developed and expanded the customer and market base within a short period ensuring that all data base was regularly maintained monthly.
Education
Certificate in Project Management in Health (2019 -
University of Washington
Department of Global Health Certificate in Leadership and Management in Health (2015 - undefined
University of Washington
MBA - undefined
University of South Wales
2019
BSc. - Microbiology
Modibbo Adama University of Science and Technology
2010
Skills
- CORE COMPETENCIES AND SKILLS
- Administrative and client relationship
- Project management
- Excellent problem-solving abilities
- Organizational skills
- Business development
- Excellent communication skills
- Research and analytical thinking
Languages
English
Full Professional
French
Limited Working
Timeline
Program/Administrative Associate
Public
02.2023 - Current
Short Term Technical Assistance
International Organisation For Migration
10.2021 - 12.2021
Project Support/Executive Associate
International Organisation For Migration
04.2020 - 12.2022
Senior Programme Officer
Achieving Health Nigeria Initiative (AHNi)
10.2018 - 04.2020
Programme Officer
Achieving Health Nigeria Initiative (AHNi)
10.2015 - 08.2018
Programme Officer
Family Health International
09.2014 - 08.2015
Volunteer
Family Health International
09.2013 - 09.2014
Medical Representative
Akwa-Ibom, Viven – Care Pharma Limited
02.2012 - 08.2013
Certificate in Project Management in Health (2019 -
University of Washington
Department of Global Health Certificate in Leadership and Management in Health (2015 - undefined
University of Washington
MBA - undefined
University of South Wales
BSc. - Microbiology
Modibbo Adama University of Science and Technology
Similar Profiles
Michelle VasquezMichelle Vasquez
Deli Associate at PublicDeli Associate at Public
Anthony Oluwafemi AdewoleAnthony Oluwafemi Adewole
General Achievements at PUBLICGeneral Achievements at PUBLIC
Stephany SotoStephany Soto
Notary Public at PublicNotary Public at Public
Jack ChambersJack Chambers
Lawn Care Business Owner at PublicLawn Care Business Owner at Public
Toni Lefebvre-MickToni Lefebvre-Mick
Mental Health Worker at Portland Housing SocietyMental Health Worker at Portland Housing Society